8 tips to survive in an open-plan office

reprinted with permission from the HP Small Business Center

While many workers would probably prefer a private office with a door, open-plan seating arrangements are common in businesses worldwide. And the benefits of “cubicle farms” are clear: they’re cost-efficient, improve communication and collaboration between employees, and can increase productivity.

However, the open-plan office worker may find it difficult to concentrate in this environment – with phones ringing, colleagues talking and walking around, and office equipment running, the number of distractions can be overwhelming. Here are a few tips you and your colleagues can use to help make the most of the open office and improve the environment for everyone.

1. Keep the noise level down. Don't use speaker phone or play any kind of sound on your PC without asking others whether it will bother them. In fact, it’s better to use earphones to listen to podcasts, music or videos, and if you must use speaker phone or conduct a lot of conference calls, try to find a meeting room or other enclosed space. Remember that others can hear your phone conversations, so try to keep your voice down.

2. Manage your phones effectively. The ringing of desk phones and mobile phones is one of the main sources of noise in an open-plan office, so be considerate. Turn down the volume of your desk phone and try to answer it within three rings. Select a mobile phone ring that won’t bother others around you. If you will be away from your desk for a longer period of time, have your phone diverted directly to voicemail if possible.

3. Have a clean desk policy. Get rid of all unnecessary papers and make sure garbage isn’t left lying around your desk. Not only is this more considerate of people around you, a clear desk looks more professional and will help you to be more organized and productive.

4. Don’t hold meetings at your desk. If someone has been standing at your desk talking to you for more than a few minutes, suggest moving to a meeting room or the cafeteria.

5. Cancel unneeded meeting room reservations. Conference space is often valuable in open-plan offices. If you cancel or postpone a meeting and no longer need the meeting space, be sure to cancel your reservation too so that others can use the room.

6. Don’t walk through “neighborhoods” of desks. Whenever possible, use main hallways or corridors rather than walking through people’s workspaces.

7. Find ways to minimize distractions. As mentioned, using earphones helps to avoid disturbing others and it’s a great way to block out office noise. Listen to music or try the free Simply Noise white noise generator to mask sounds.

8. Select quiet office equipment. Printers, copiers, fax machines and other equipment can all generate a significant amount of noise. HP offers a variety of printing and imaging devices that minimize sound and selected models include a “Quiet Print Mode” to reduce noise even more.

Open-plan offices can be enjoyable, collegiate places to spend your working hours. Following these simple tips will help you work more efficiently, and others will appreciate your consideration too.